Eastclose Country Hotel

GENERAL BOOKING TERMS & CONDITIONS

All accommodation, conferences and functions reserved at the East Close Hotel (hereafter ‘the Hotel’ which term includes the facilities and use of the Conqueror Restaurant) by the Client (referring to persons in the singular or plural) shall be subject to the following:

All prices include VAT at 20%

On receipt of these terms and conditions, please read them thoroughly for they relate to the booking you have made with the East Close Hotel Ltd. Should you wish to discuss any element contained within these terms and conditions, please contact the hotel immediately upon their receipt. All elements are enforced at the time of booking, unless special exemption has been negotiated between senior management and the Client. No variation to these conditions shall be effective, unless made in writing and signed on behalf of the East Close Hotel Ltd. and the Client.

Charges and Accounts.

a) Settlements of all accounts is required upon presentation unless credit facilities have been pre-arranged. Credit facilities are only available on request and are subject to a satisfactory reference and credit check. The hotel reserves the right to withhold or withdraw credit facilities at any time without notice.

b) Clients who have approved credit facilities with the hotel agree to pay all charges on the due date or within 28 days of the invoice date, whichever is the lesser period, failing which interest will be added at 3% per complete week the charges remain outstanding.

c) If the Client has any queries in respect of any item or service in whole or in part identified on an invoice, this must be brought to the attention of the Hotel’s management immediately upon receipt of the invoice and the Client agrees to pay the undisputed balance of the sum owing on the date due and the remainder on resolution of the query.

d) Deposits are requested for all bookings and are non-refundable.

e) Advance purchase bookings, where the full value of the reservation is payable at the time of booking are not refundable and bookings made at these preferential rates cannot be amended or re-scheduled.

Provision of Services and Accuracy.

a) The Hotel will take all reasonable steps to fulfil your reservation to the best of its ability and in accordance with the details provided, however it reserves the right to provide alternative services of at least equivalent standard at no additional cost to the Client.

b) Whilst the Hotel has taken reasonable steps to ensure that information contained within its brochures, tariffs, leaflets, website and other advertisement materials is accurate it cannot be held responsible for errors or omissions in such material. The Hotel reserves the right to alter, substitute or withdraw any service, facility or amenity without notice if necessary.

Clients’ Conduct and the Conduct of their Contractors and Guests.

a) The Client assumes responsibilities for any damage caused by him / her, any of the Client’s guests or persons working on their behalf or associated persons and undertakes to make good or pay restitution for the making good of any material damage to furniture, fixtures and fittings, the fabric of the building or equipment howsoever caused (i) during the set-up, use or dismantling of equipment for an event or (ii) by the general conduct of the Client or any associated person or guest of the Client during an overnight stay or whilst attending an event at the hotel.

b) The Client undertakes not to bring beverages or food of any kind into the Hotel and not cause or permit its guests or invitees to do so, unless by prior arrangement with the Hotel.

c) The Client undertakes to begin the booked function at the agreed time and ensure that its guests, invitees and other persons (including entertainers) vacate the premises at the closing time indicated.

d) The Client undertakes to conduct his / her function in an orderly manner and in full compliance with the reasonable requirements of the Hotel management and with all applicable legislation. Should infringements of this clause (d) occur repeatedly during an event the Hotel reserves the right to terminate the event and have the facilities vacated.

Contractual Obligations of the Parties

a) The Client shall provide, on request by the Hotel, all such information that is available in relation to the event as may be necessary to enable the Hotel to make a fully informed assessment of its obligations to provide the service.

b) The Client shall not be entitled to assign the booking to any third party nor utilise the Hotel’s facilities other than for the stated purpose without the prior written permission of East Close Hotel Ltd.

c) East Close Hotel Ltd will only be liable to the Client and/ or persons attending the event for injury to persons or loss or damage to property only where and to the extent that it has been negligent and in the case of loss of guests property in relation to the Hotel Proprietors Act 1956 but otherwise will be under no liability to them whatsoever. The Client is advised to consider arranging insurance for the event and those attending, covering cancellation, public liability and loss or damage to property.

Event Cancellation.

a) Cancellation by the Client. Please see the terms and conditions contained in our wedding brochure for full details of cancellation charges as these may vary dependent upon notice given and circumstance.

b) Cancellation by the Hotel. The hotel reserves the right to cancel a booking, offering a full refund of all monies paid and incurring no penalty, in the following circumstances:
i) Should the specific hotel facilities booked, become unavailable due to unforeseen circumstances.
ii) Should the hotel have reasonable doubt that the Client intends to fulfil their contractual obligation as detailed above. Furthermore, should proof be forthcoming of this the Hotel reserves the right to seek compensation for any losses it may incur.
iii) Should the requested deposits not be forthcoming within the recognised and specific time frame set down between the Client and the Hotel.

Vouchers

Vouchers issued by east Close Hotel Ltd / East Close Country Hotel are time limited and expire as shown on the face of the voucher. They may be redeemed for the provision of food, beverage and accommodation at the Hotel only during their period of validity.

Vouchers issued by third party providers must be verified and confirmed as valid by the Hotel prior to their use and a unique voucher code will be required at the time of booking to fulfil this requirement.

All vouchers for the provision of services or accommodation must be surrendered for redemption at the Hotel at time of use by the recipient and before the service is provided.